Travel Security: A Corporate Perspective


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Perspectives on setting up and maintaining a corporate travel security program. Presented at OSAC/ASIS Travel Security Perspectives Conference at Sands Hotel, Macau on 24 June 2010. See

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Travel Security: A Corporate Perspective

  1. 1. Travel Security: A Corporate Perspective Jeremy Stone, CPP Deputy Head – Group Corporate Security American International Assurance Group Travel Security Perspectives - Sands Hotel, Macau –24 June 2010
  2. 2. Today’s Objectives <ul><li>Look at aspects of planning, resourcing, implementing & maintaining a corporate travel security program </li></ul><ul><li>Provide perspectives on how employers can manage travel risks & exercise a moral & legal duty of care towards distressed personnel in foreign destinations. </li></ul>
  3. 3. Perspectives include … <ul><li>Defining Travel Security </li></ul><ul><li>Why we Need Travel Security? </li></ul><ul><li>Travel Security Risks </li></ul><ul><li>Why we Should Manage Travel Risks </li></ul><ul><li>Ways to Manage Travel Risks </li></ul><ul><li>Establishing a Travel Security Program </li></ul><ul><li>Getting Management Buy-in </li></ul><ul><li>Some Program Maintenance Tips </li></ul><ul><li>Q&A </li></ul>
  4. 4. Defining Travel Security The preparedness, protection & preservation of travellers, their property & information from threat Adapted from Standards Australia. (2008, p. 8). Lexicon of key terms used in security Aims to provide a stable, relatively predictable environment in which travellers may pursue their ends without disruption or harm & without fear of disturbance or injury. Adapted from Fischer, R. J., & Green, G. (2004, p. 38). Introduction to security (7th ed.). Burlington, MA: Butterworth-Heinemann
  5. 5. Why Travel Security? <ul><li>Transact business </li></ul><ul><li>Meet clients </li></ul><ul><li>Host events, </li></ul><ul><li>Manage projects </li></ul><ul><li>Oversee operations </li></ul><ul><li>And key personnel need to: </li></ul><ul><li>Relocate </li></ul><ul><li>Station </li></ul><ul><li>Travel </li></ul><ul><li>Spend time in </li></ul><ul><li>overseas destinations. </li></ul>Because of globalization & depending on industry, strategy, structure, size, & business objectives, many Organizations need to: Exposing them to a wide range of risks!
  7. 7. Why Manage Travel Risks Protect your most valuable asset Do the right thing – protect your employees Duty of Care In common law jurisdictions, an employer is obliged to apply all prudent measures to protect employees from all reasonably foreseeable harm. Otherwise may be liable in tort for negligence Avoid Criminal Liability Criminal negligence OHS laws UK Corporate Manslaughter Act Business Continuity Prevent/minimize business disruptions & promote continuity of operations Corporate Reputation Protect & maintain corporate reputation
  8. 8. Ways to Manage Travel Risks Business Travel Insurance Cover all employees Protects company from economic impact Quantify travel program – how many travellers/expats, travel frequency, what high risk destinations, vehicle use, etc. Identifies risk, drives insurance premiums & helps to formulate travel policies Corporate Travel Policy Written, communicated & reviewed Defines who can travel, how to book & approval process Defines risk restrictions, non-compliance consequences, training requirements, travel & risk monitoring & communication tools, preferred airlines & hotels, ground transport, etc.
  9. 9. Ways to Manage Travel Risks Travel Management Companies Restrict No. of TMCs Link TMCs to a travel tracking system Do staff know how to book travel/hotels with TMCs? Non compliance consequences Difficult to track staff when official TMC not used Manual update of travel tracker system Destination Intelligence Pre-travel info to plan trip & avoid risks Security, health, weather, transport, local info, etc. Risk is dynamic, situations change Timely, accurate & actionable info before, during & after trip How to communicate risk info? Briefings, Email, SMS & Website
  10. 10. Ways to Manage Travel Risks Airline Safety EU Blacklist – inadequate airlines Knowledge of unsafe carriers helps reduce flight risks But knowing & failing to act can increase corporate duty of care liability Hotels Preferred hotel program Can reduce costs but can increase liability if something goes wrong Take security & fire/life safety issues into account Consider local crime situation Limit Passenger Nos. Don’t put all eggs in one basket How to enforce & monitor? What if threshold exceeded? Ground Transport Road travel riskier than air What providers used?
  11. 11. Ways to Manage Travel Risks Hotline Assistance Who to call if something goes wrong? Travel, security & medical emergencies Local assistance, evacuation & shelter-in-place Incident escalation & response Call trees & useful numbers Many providers v. one stop shop? In-house v. outsource? Linked to travel insurance provider? Executive Protection Monitor executive travel plans Train & brief them Risk assessments – consider threats, vulnerabilities, likelihoods & consequences Consider need for EP escorts Train & Communicate Staff orientation & security awareness programs Security alerts & advisories CM Tabletop Exercises
  12. 12. Establish a Travel Security Program <ul><li>Establish Context </li></ul><ul><ul><li>Organization’s geographical footprint </li></ul></ul><ul><ul><li>Organization’s strategic plan & business objectives </li></ul></ul><ul><ul><li>Travelling population </li></ul></ul><ul><ul><li>Expatriate locations & family members </li></ul></ul><ul><ul><li>Travel requirements </li></ul></ul><ul><ul><li>Consult stakeholders – HR, Legal, Security, Travel & Risk Managers </li></ul></ul><ul><li>Conduct Risk Assessment: </li></ul><ul><ul><li>Consider local security & safety risks, threats & vulnerabilities </li></ul></ul><ul><ul><li>Quantify & prioritize raw risks in terms of likelihood & consequences </li></ul></ul><ul><ul><li>Review adequacy of existing policies, controls & systems </li></ul></ul><ul><ul><li>Conduct gap analysis </li></ul></ul><ul><li>Risk Treatment </li></ul><ul><ul><li>Identify risk mitigation options – measures to avoid, modify, share, retain & treat risks </li></ul></ul><ul><ul><li>Consider organization’s risk tolerance appetitive </li></ul></ul><ul><ul><li>Consider cost-benefits & effects on residual risk </li></ul></ul><ul><ul><li>Communicate to management / decision makers </li></ul></ul><ul><li>Implement Treatment Plan </li></ul><ul><ul><li>Budget Allocation & RFP Exercise </li></ul></ul><ul><ul><li>Project Management </li></ul></ul><ul><ul><li>Change Management </li></ul></ul><ul><ul><li>Monitor, maintain, review & communicate </li></ul></ul>
  13. 13. Getting Management Buy-in Prepare Your Business Case Apply the Art of Rhetoric: Pathos – Ethos – Logos Highlight the Risks: Security, Safety, Legal & Reputational Present Case Studies: Real Incidents & Near Misses Highlight Moral & Legal Imperatives: Duty of Care, Right Thing to Do Identify Gaps: Vulnerabilities & deficiencies in existing program Present the Solution: Your proposal Run the Numbers: Cost-Benefits & Value Proposition Put Numbers in Context: Compare program cost to Snr. Mgrs Salary. Present costs on a per capita basis Aristotle: 384 BC – 322 BC
  14. 14. Online Travel Locator System <ul><li>Captures travel itineraries: </li></ul><ul><ul><li>Flight details & hotel bookings </li></ul></ul><ul><ul><li>Of business travellers. </li></ul></ul><ul><ul><li>From official travel agency </li></ul></ul><ul><li>Allows Security/Travel Managers to: </li></ul><ul><ul><li>Track </li></ul></ul><ul><ul><li>Locate </li></ul></ul><ul><ul><li>Account </li></ul></ul><ul><ul><li>Communicate with business travellers </li></ul></ul><ul><li>Travel must be booked via an official travel agency. </li></ul>
  15. 15. Online Travel Tracker System
  16. 16. Traveller’s Particulars Travellers (or arrangers) must pass following info to the travel agent E.g. VIP Status = “Yes” or VIP Status = “No” Indicates whether traveller holds an SVP (or equivalent) appointment or above to ensure compliance with policy requirement that no more than three VIPs travel on same aircraft. VIP status 7. E.g. “Traffic Dept.” or “Group HR”, etc. Traveller’s department name 6. E.g. “AIA Hong Kong Ltd.” or “AIA Co. Ltd.” Traveller’s company name 5. E.g. +852 12345678 Traveller’s mobile telephone number 4. E.g. John- [email_address] or [email_address] Traveller’s email address 3. E.g. 12345 Traveller’s Staff ID No. 2. In <SURNAME, Forenames> format E.g. “CHAN, Fat Sin John” or “SMITH, John James”. Traveller’s full name 1. Remarks Required Particulars
  17. 17. <ul><li>Once hotel is booked & air ticket is ready to be issued: </li></ul><ul><ul><li>Provide Travel Agent with the FULL hotel name </li></ul></ul><ul><li>If staying at more than one hotel during trip: </li></ul><ul><ul><li>Provide FULL name of  ALL hotels together with CHECK-IN & CHECK-OUT dates for each hotel. </li></ul></ul><ul><li>Ensures accurate data in Travel Locator System </li></ul>Hotel Booking Procedures
  18. 18. Questions? Jeremy Stone, CPP Deputy Head – Group Corporate Security American International Assurance Co., Ltd. AIA Building, 1 Stubbs Road, Wanchai, HK T: +852 2832-8017 | M: +852 6277-7644 [email_address] |